Users
Manage learners, admins, and all user accounts in your organisation.
The Users page is the central directory for everyone in your organization. From here, you can invite new team members, manage their portal access levels, approve self-registration requests, and monitor your overall license usage.
To access the user directory, navigate to People > Users in the Admin Portal sidebar.
1. Active Users & License Usage
The Active tab is your default view, displaying all users currently provisioned in your workspace.
At the top of the page, you will see a progress bar indicating your current Seat Usage (e.g., 10 / 30 seats used). A "seat" is consumed by any user with an Active status, regardless of their role.
The user table provides a quick overview of each member:
- Job Title: The user's role within your company.
- Portal Access: Badges indicating which portals the user can access (e.g., Learner, Instructor, Group Lead). Note: All users have Learner access by default.
- Status: Indicates if the account is currently Active or Suspended.
- Joined / Last Login: Helps you track platform adoption and identify inactive users.
Clicking on any user in this list will open their detailed profile, where you can view their course progress, manage their groups, and edit their permissions. We cover this in the User Details guide.
2. Inviting New Users
The most common way to add employees to your platform is by sending them a direct email invitation.
To invite someone:
- Click the blue + Invite User button in the top right corner.
- Enter their First Name, Last Name, and Email Address.
- Toggle their Portal Access. If they are a standard employee taking courses, leave the extra toggles off. If they are a manager or a trainer, toggle on Group Lead or Instructor access accordingly.
- Click Send Invite.
Once you click send, TechClass will automatically dispatch a branded welcome email to the user. The user simply needs to click Accept Invitation to set their password and log in.
3. Managing Pending Invites
Sometimes invitations get lost in spam folders, or a user forgets to click the link before it expires. The Pending Invites tab allows you to track all sent invitations that have not yet been accepted.
For each pending user, you can see exactly when the invitation was sent.
- Resend: Dispatches a fresh invitation email to the top of the user's inbox.
- Delete: Cancels the invitation and frees up the reserved license seat.
4. Approving Pending Requests
If your organization allows "Self-Registration" (where users can sign up via a public link on your tenant's login page), those users will not gain immediate access to your platform.
Instead, their accounts are placed in a holding queue under the Pending Requests tab to ensure unauthorized people do not consume your licensed seats.
When a user appears in this list, they have successfully registered and verified their email address.
- Click Approve to officially activate their account and grant them access to the Learner Portal.
- Click Reject to delete their request.
5. Archived Users
When an employee leaves your company, you shouldn't just delete their account—doing so would destroy all of their historical compliance and training records.
Instead, you "Archive" them. Archived users are moved to the Archived tab.
What happens when a user is archived?
- They are immediately logged out and can no longer access the platform.
- Their license seat is freed up and returned to your available pool.
- All of their course completions, certificates, and learning history are permanently preserved for your administrative audits.